Position Summary: The Administrative Assistant, under the general supervision of the Director of Compliance, is responsible for supporting departmental leaders and various team members with a variety of day-to-day administrative tasks and duties; and interpreting requests for copies of health records, ensuring proper authorization, and compliance with legal and regulatory requirements relevant to then privacy and security of protected health information.

To qualify for the Administrative Assistant position, you need to have the below minimum requirements and experience:

• High School Diploma OR GED required
• Electronic Health Record experience, strongly preferred
• Previous experience in the healthcare setting, strongly preferred
• Working knowledge of computing system and software
• Must have and maintain a valid driver's license, an acceptable driving record.

To be successful as an Administrative Assistant, you must become able to do the following essential duties and responsibilities always:

• Functions within agency's policies and procedures as outlined in agency public documents.
• Operates according to established job expectations.
• Meets communication requirements as outlined in job expectations section below.
• Meets supervision requirements as outlined in job expectations section below.
• Meets program compliance requirements as outlined in job expectations section below.
• Meets customer interaction requirements as outlined in job expectations section below.

Job Expectations:

Primary Duties

• Provides support and assistance for requests for copies of health records, ensuring proper authorization, and compliance with legal and regulatory requirements relevant to then privacy and security of protected health information.
• Reviews healthcare records for compliance with approved policies as needed.
• Files record requests documents and related paperwork (as needed), ensuring timely and accurate completion per policies.
• Responsible for safeguarding and protecting client privacy by identifying protected health information, ensuring only authorized individuals are granted access to the information, and abide will all relevant agency policies; and federal and state laws and regulations.
• Responds to requests for patient records, both within the facility and by external sources, retrieving them, filing, and transmitting protected health information accordingly and securely.
• Maintains quality results and accurate records by following agency standards.
• Performs other administrative tasks as needed, including but not limited to: answering and placing phone calls, triaging and relaying telephone messages to appropriate personnel switchboard operation), faxing, emailing, filing, sorting postal mailing and filing mail via interoffice.

Communication Requirements

• Communicates department or job-related concerns to supervisor and makes suggestions for improvement in an appropriate and timely manner.
• Communicates any performance concerns or training needs to supervisor in an appropriate and timely manner.
• Conducts self in a professional manner that positively reflects the agency culture.
• Demonstrates competent verbal communication with internal and external customers.
• Is attentive and responsive to customer needs in a helpful, supportive and timely manner.
• Works collaboratively with co-workers and agency staff to effectively communicate and problem solve.

Supervision Requirements

• Meets with supervisor as scheduled.
• Utilizes supervision effectively to address performance issues and concerns.
• Utilizes supervision effectively to explore professional development and training needs.

Department Requirements

• Follows department policies and procedures and encourages same in others.
• Operates conscientiously in accordance with agency budget.
• Completes and submits accurate written reports and documentation as assigned.
• Ensures quality and accuracy of written and verbal communications.
• Attends meetings and training within established time frames.

• Comes prepared to understand that health information is protected by state and federal laws, and that the agency is responsible for protecting patient privacy, when managing requests for copies of client records.
• Ability to review a client authorization for completeness, and judge adherence to agency policies, state, and federal regulations
• Ability to interpret requests for copies of medical records to determine the specific information to be released
• Detail oriented and able to understand why requests must be processed in a timely and accurate manner, according to established policies and procedures.
• Critical thinking skills to consider all source systems for clinical documentation, and follow guidelines to ensure the accurate capture of documentation from current electronic medical records, historical systems, paper-based records in off-site storage, and other stand-alone information systems when responding to requests for copies
• Ability to effectively communicate, via phone and in person, with requestors to include clients, providers, attorneys, payers, and various other internal and external customers.

Necessary Skills and Abilities

• Must demonstrate initiative, creativity, be dependable, reliable and work well independently.
• Must be able to exercise independent thinking and good judgment under all circumstances.
• Must be able to analyze work, set goals, develop plans and utilize time effectively and efficiently.
• Must be sensitive, flexible and responsive to gender, race, ethnicity, socio-economic status, religion, age, sexual orientation or any other special needs as reflected in the ability to communicate with staff and/or clients.
• Assume an active role in agency events.

• Ability to handle multiple projects and deadlines.
• Excellent administrative and organizational skills.
• High attention to detail.

Physical Requirements

• While performing the duties of this job, the employee is occasionally required to stand; walk, sit use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk to hear; taste or smell.
• The employee must occasionally lift and/or move up to 20 pounds.
• Ability to drive a vehicle;
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Must be able to talk, listen and speak clearly on the telephone.

Disclaimer

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of the Employer. The employee is expected to adhere to all policies of Acenda, Inc. and act as a role model to the adherence to the organization's policies.

Acenda's Equal Employment Opportunity Commitment

Acenda Integrated Health is committed to equal opportunity in employment. We consider applicants for all positions without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, marital or veteran status, or any other legally protected status.

Acenda's support of diversity, equity and inclusion (DEI) brings together a diverse workforce to successfully achieve our mission of moving lives forward in the community. Acenda is an equal-opportunity employer, we aim to create a productive workplace, where all workforce members feel engaged and valued. As part of Acenda, you play an important roll in supporting our commitment to DEI throughout the organization.